Reimbursements Setup and Submission

To start processing reimbursements in Light, you first need to complete the initial setup.

1. Configure Reimbursement Categories

1. Go to Settings → Properties → Reimbursement Category

   

    

2. Under the Field Type tab, select Add Category

   

    

3. Define the categories you want employees to choose from.
   Each category can be linked to:

   	Field Description
   Entity	Only employees from the selected entity can use this category.
   Account	The system automatically pre-selects the correct ledger account for individual reimbursements (especially useful for agentic flows).
   Tax Code	The system automatically pre-selects the correct tax code (also useful for agentic flows).
   Context	Serves as a prompt for the expense policy agent when allocating other items to this category.

2. Employee View & Submission

Employees can submit expenses in two ways:

• Via Light Web App under My Expenses → Upload

• Via Slack, Teams, or the Light Mobile App

When the employee is ready to submit an expense report (single or multiple receipts):

1. Go to the Light Web App

2. Allocate the appropriate Category (as defined above under Properties)

3. Click Submit for Approval

3. Approval & Processing

After submission, the expense will either:

• Appear under Reimbursements → Inbox — ready for you to review and process manually
  or

• Be automatically processed through 📄 Policies in Light and moved to
  Reimbursements → Scheduled — ready for payment or flagged for additional informationIn order to start processing reimbursements in Light you need to do the intial setup